Executive Roles

For 2023/24 school year, we are looking for new team members to join the PTO! New roles can be created, adjusted or shared based on the needs of the school. 

President:

The President serves as the PTO  liaison with the Principal, leads monthly PTO meetings, performs administrative duties and oversees  PTO-sponsored events.   The role will help recruit and ensure that school-sponsored events and programs have “lead chairs” to organize the events. The President will serve on the PLC (Parent Leadership Council) and attend monthly meetings.  They will lead and support the Executive PTO board as well as the entire PTO team with school events, programs and issues as-needed. The administrative duties include: 

• Lead and organize the Back-to-School event the week before school and coordinate the ordering and distribution of the school supplies.

• Coordinate and communicate the agendas for the Fall and Spring General PTO meetings.

• Create, send and analyze survey to teachers (in Fall and Spring) to identify expectations and feedback regarding the PTO.

• Represent the PTO at Kindergarten Information Night and other district events

• Coordinate with teachers to identify mid-year school supply replenishment needs, purchase and distribute supplies to classrooms. 

• Review transition plans with the President-elect and incoming PTO team 

• Help with marketing (Facebook, Countryside Connect, and other communication channels). 

Vice President:

The Vice-President oversees fundraising.  Efforts may include running a fundraising event, finding a “lead chair” for an event, and/or helping with an event.  Examples of fundraisers are Bash, Carnival, and selling Spirit Gear.  The Vice-President also supports the rest of the Executive board, as needed.   Average weekly commitment varies but is not usually more than 2-3 hours.  Attendance at the monthly PTO Executive meeting is expected, in addition to the General meetings, held twice a year.

Treasurer:

The Treasurer serves as custodian of the PTO’s funds. The treasurer is responsible for tracking income and spending, maintaining accurate and detailed financial records, and creating financial reports. Typical Treasurer duties include:

• Reviewing and reconciling financial transactions in our financial system (Quickbooks)

• Reconciling checking and savings accounts monthly

• Submitting payment for invoices and reimbursement requests

• Creating and updating Treasurer reports (budget-to-actual, YTD profit and loss, etc.)

• Counting and verifying cash and checks taken in at various school events

• Making timely deposits at the bank

• Providing cash box money and electronic credit card readers for events, as needed

• Leading the annual budget development process in May

• Coordinating with and providing information to our professional tax preparer

• Preserving financial records, including invoices and receipts

• Attending monthly PTO meetings

Secretary:

The PTO secretary’s responsibilities include both record-keeping and communications.  The Secretary compiles, organizes and shares all meeting minutes.  The Secretary is also responsible for ensuring effective communication between the PTO and room coordinators. Secretarial duties include the following:

• Record and distribute minutes of executive board meetings and general meetings

• Maintain a complete file of all approved minutes

• Attend monthly executive board meetings and participate in discussions and decision making

MTK:
This role was created for the 2022/23 school year. This person is responsible for managing Membership Toolkit structure and contacts, sending PTO newsletters through MTK, as well as leading Bash. Note: This role will change for the 2023/24 school year pending on new members.